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Email: hr@wju.edu
Phone: 1-304-243-8152


Terminations: Termination of Employees & References


Date approved:
July 2011
Approved by:
William C. Rickle, S.J.
Date to be reviewed:
June 2016
Reviewed by:
Director of Human Resources
Date revised:
March 2016
Revision number:
5
 
Compliance Committee:
As Scheduled

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1.0 PURPOSE

To ensure that an individual, whose employment relationship with Wheeling Jesuit University is served, is treated in compliance with the University's policy on Human Dignity.

2.0 POLICY STATEMENT

2.1 Policy Statement

2.1.1 The employment relationship between the University and its employees is at-will and can be severed at any time and
for any reason with the exception of those relationships covered by an employment contract (which can only be authorized by the President and the Chair of the Board of Trustees and signed by the CFO). In those instances the terms and conditions of the employment contract will prevail.

2.1.2 Terminations by the University must be pre-approved by the President of the University or his designee on the appropriate Personnel Action Form.

2.1.3 Self-terminations at the employee's request (resignation or retirement) may be at any time; the University requests a
minimum of two (2) weeks advance notice unless the employee is covered by an employment contract. In those instances the terms and conditions of the employment contract will prevail. The last day actually worked on-site will be the official last day upon which benefits cease and does not include subsequent vacation. Such remaining vacation, if any, will be included in the full and final accounting but may not be scheduled or included as days worked.

2.1.4 All references or letters of recommendation must be circulated through Human Resources for preapproval before any
reference or letter is provided to a terminating employee.

2.2 Procedure

2.2.1 An employee who is terminated by the University (due to reduction in force, restructuring, performance, misconduct,
or other cause) will be informed of the reason and the following should be completed:

  • Prior to the termination Human Resources will review the personnel file to ensure that the termination conforms to the requirements of the Corrective Discipline Policy and the Compensation Policy governing Promotions / Demotions / Reductions in Force / Restructuring.
  • A Personnel Action Form noting the action taken with attached supporting memorandum as needed.
  • A signed document noting the return of all the items noted on the Termination Checklist including keys, University credit cards, access cards, computers, software, and any other proprietary items owned by the University. This checklist will be completed jointly by the employee's immediate supervisor, Human Resources, Information Technology, Safety and Security, and the Business Office.
  • A brief Exit Interview with Human Resources if desired by the employee.
  • A full and final accounting reconciling all outstanding expenses, pay (through the date of separation including all accrued but unused vacation up to the date of separation) and deductions available by the next regularly scheduled payday after the date that the employment relationship ends. The final wages / paycheck may be sent by mail at the employee's request.

2.2.2 Whenever the employment relationship between the employee and the University is terminated at the employee's
request (resignation or retirement), the following should be completed:

  • A memo from the employee to the University tendering his / her resignation with the effective date.
  • A signed document noting the return of all the items noted on the Termination Checklist including keys,
    University credit cards, access cards, computers, software, and any other proprietary items owned by the
    University. This checklist will be completed jointly by the employee's immediate supervisor, Human
    Resources, Information Technology, Safety and Security, and the Business Office.
  • A complete Exit Interview with Human Resources.
  • A full and final accounting reconciling all outstanding expenses, pay, accrued but unused vacation up to the
    date of separation, and deductions on the day the employee leaves if the employee has provided at least one (1) pay period advance notice; otherwise, the next regularly scheduled pay date after the employee's date of resignation.
  • A Personnel Action Form noting the action taken with attached supporting memoranda as needed
2.3 Communications

2.3.1 When an employee is terminated by the University, the official communication will be determined jointly by Human Resources and Public Relations. Such information may be considered "Private-Confidential."

2.3.2 When an employee terminates the relationship of his / her own accord, the supervisor or University should only communicate that the employee left my choice unless the employee notes during the exit interview that he / she gives the supervisor or the University freedom to announce why the employee left or where the employee may be going.

2.4 Access

2.4.1 University email accounts, servers and computers are the property of the University; all information contained therein is considered University property. Consequently, an employee can have no expectation of privacy with respect to any information maintained on these devices. Whenever an employee terminates, Human Resources (HR) will notify Information Technology Services (ITS) and employee access to University-owned email accounts, servers and computers will be discontinued no later than the close of business on the day of the employee's departure unless previously approved by both ITS and HR.

2.4.2 Whenever an employee terminates, Human Resources will notify Security and the employee's access to buildings controlled by electronic card will be discontinued no later than the close of business on the day of the employee's departure.

2.4.3 Additional information may be obtained by reviewing the Information Technology Services policies regarding University technology access and usage.

2.5 References & Recommendations

2.5.1 All requests for references on a terminated employee must be sent to Human Resources or discussed with Human Resources before any references are to be given by any current University administrator, either written or verbal.

2.5.2 As a matter of policy, the University will only verify employment information upon receipt of a written request of information along with a release signed and dated by the terminated employee. Only then will the University verify dates of employment, title of last position held, and last salary. The University may also verify if the terminated employee is eligible for rehire and this will be entirely dependent upon the reason for the employee's termination. Understanding that in certain situations the University is obligated to inform the requesting party of the reason for termination, that decision will be made by Human Resources alone.

2.5.3 The University may provide a terminated employee with a letter of recommendation. This is a typical request and on many occasions is perfectly acceptable. Before any administrator issues such a letter to a terminated employee, the Human Resource Department must review the letter to ensure that the information provided does not conflict with the University's records or stance on the individual employee.

3.0 AUTHORIZATION

The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time with or without notice and with the approval of the University President or his designee.

4.0 ATTACHMENTS

Personnel Action Form
Compensation Philosophy Policy
Exit Interview/Full and Final Accounting
At Will Policy
Corrective Discipline Policy
Compensation: Promotion / Demotion / Reduction in Force / Restructure Policy


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